Manage your Business Contact Manager database on a server

The new Business Contact Manager database tool for Outlook 2013 works only with installations of Microsoft Outlook 2013. If you are using Outlook 2010, use the Business Contact Manager for Outlook 2010 database tool.

If you want to host a Business Contact Manager database on a server, and you are an administrator on that server, you can use the Business Contact Manager for Outlook 2013 Database Tool. The server does not need to have Microsoft Office or Business Contact Manager for Outlook installed, but it must have a supported version of Microsoft SQL Server installed.

The tool opens the necessary firewall ports, grants users access to the database, and configures the SQL Server instance to allow external connections. Once the tool is installed, it allows you to manage your database on the server.

This article explains how to use the Business Contact Manager for Outlook Database Tool on a server to create, migrate, share, back up, and restore Business Contact Manager databases.

Migrate a database with the Database Tool

If you have a Business Contact Manager database that was created with an earlier version of the Database Tool, you can use the Business Contact Manager for Outlook 2013 Database Tool to migrate the database so that it will be compatible with Business Contact Manager for Outlook 2013. For example, if you created a database in Business Contact Manager for Outlook 2010, you can use the Business Contact Manager for Outlook 2013 Database Tool to migrate that database.

Important: To connect to a shared database that is created or migrated using the Business Contact Manager for Outlook 2013 Database Tool, the server does not need to have Business Contact Manager for Outlook installed, but each computer that connects to the shared database must have Business Contact Manager for Outlook 2013 installed.

In the Database Server Instance list, select the SQL Server instance that you want to use to share your database, and then click Next.

In the Database Name list, click the name of the database that you want to share, and then click Next.

In the Share column, select the check box next to the users with whom you want to share the database.

If you need to add a user who is not in the list, click Add New User.

In the Add User dialog box, do one of the following:

If the server is a part of a workgroup

In the Temporary password box, type a password that you are certain the user has not used before.

This temporary password can be used only once. The first time the new user accesses the Business Contact Manager database, he or she is prompted to type this temporary password, and then type his or her current network or local password. From that time forward, the user’s network password grants the user access to both the network and to the database.

Note: You must type a temporary password for each user. Any password that is used — whether it is temporary or permanent — must conform to the security standards set in your local network. The password cannot be blank.

In the Confirm password box, retype the temporary password.

Select the Also allow this user to log on to this computer check box if you want the new user to have the permission to log on and off your computer, as well as to access other files on your computer, including the database.

If the server is a part of a domain

Type the name of the domain that the user is a member of.

Type the User Name of the user to whom you want to grant access to your computer. This name must be the same user name (or logon ID) that the user types when logging onto the network.

-Or-

Click Browse to look up a user name and domain.

Click Next.

Verify the list of users, and then click Next.

When the Task completed successfully message appears, click Next if you want to return to the Welcome page of the wizard to complete other tasks, otherwise click the Close button.

Important: When you share a database, you share all the information in this database with everyone who has access to it. If you have set up automatic linking and tracking of your e-mail messages, all existing and future e-mail messages and other communication history items that are linked to your Accounts and Business Contacts are available to all users who can access the database. If you do not want to share any existing e-mail messages and communication history items, remove these items before you share your database. For more information about deleting communication history items, see Track your communications with customers in Business Contact Manager.

Note: If you want to remove access to the database for any user, in the Database Tool, click Share a database, and then clear the check box next to the user’s name on the Select the users you wish to have access to the Business contact Manager database below page of the wizard.

Back up a database with the Database Tool

You should back up your database frequently to prevent loss of your business data. Also, before uninstalling Business Contact Manager for Outlook, you should back up your database. You can restore your business data if you later re-install Business Contact Manager for Outlook. If your database is damaged and you have backed it up recently, you can also restore the backup file with little loss of data.